General Proc Aprove PCard Charges - financials.ucf.edu

General Procedure for Approving PCard Charges

PCard approvers must follow a general procedure when approving a cardholder’s charges. Use
this procedure only when the PCard charges comply with the following conditions:

 Charges are not associated with a purchase order or a travel purchase order
 Charges are not in dispute
 Charges do not need to be split or distributed

If an error occurs and an incorrect department, project, or account code is inadvertently assigned
to a transaction that has been vouchered, the mistake cannot be corrected in the PCard module.
This error must be corrected via a Journal ID.

This Addy Note will instruct PCard approvers on how to view a transaction’s ChartFields and
make necessary changes so that values are correct; add descriptive detail, which will aid in the
reconciliation process later; approve and save a transaction; and validate the budget after
approving charges.

Step Action
1. Navigate to Main Menu > Purchasing > Procurement Cards > Reconcile > Reconcile
Statement.
2. Perform a search for the PCard charge you need to review by entering your search criteria
in the appropriate Reconcile Statement Search page field or fields or use the lookup icon
to make your selection.

Click Search.
3. The Procurement Card Transactions page displays with a list of transactions that fit

your search criteria.

Select the checkbox beside the line you want to review.

4. Click the Distribution icon for the line you selected.

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Step Action
5. The Account Distribution page displays.

In the first main step of the approval process, you will view a transaction’s ChartFields
and make the necessary changes so that the values are correct.

It is important that the expense Account value reflects the item or service that was
actually purchased with the PCard. For most PCard holders, an expense account value of
726101 defaults. This is the account code for in-state travel.

You will need to change this account value for every transaction line except those that are
tied to a travel purchase order line for in-state travel.
6. Scroll to the right to view the Alt Acct field.
7. Begin this process by highlighting and deleting the value that appears in the Alt Acct
field.
8. Then, click Refresh.
9. Notice that both the Alt Acct and Account fields are now empty.
10. For this part of the exercise, we’ll see how the system works when you are changing the
ChartField value to a department.

If you need to change this value, click the SpeedChart lookup icon. The list that displays
in the lookup SpeedChart window is unique to you as a PCard approver. It is comprised
of only those departments or projects that you are authorized for on the Departmental
Authorization List (DAL). This means that you can charge this expense only to a
department or project that displays in your list.
11. Select the correct value from the search results that display.
12. The Account Distribution page redisplays with the value you selected in the appropriate
Dept field.

Notice that the Fund and Program fields update to display the values for those fields that
are associated with the department you entered.
13. Next, enter a value in the Account field. You can also click the lookup icon to display a
list of valid Account values.
14. Select the correct Account value from the list. This expense Account code should match
the type of item purchased with the PCard.
15. The Account Distribution page redisplays with the Account field populated with the
value you selected.

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Step Action
16. When you have completed your selections on the Account Distribution page, click OK.
17. For this next part of the exercise, we’ll see how the system works when you are changing

the ChartField value to a project. For this example, we’ll simply change the departmental
value we entered in Step 11 to a project value and observe the difference in system
behavior.
18. To begin, let's clear the Alt Acct field.

Scroll to the right to view the Alt Acct field.
19. To begin, highlight and delete the value that displays in the Alt Acct field.

Click the Refresh button.

Notice that both the Alt Acct and Account fields are now empty.
20. Click the SpeedChart lookup icon to select a project.
21. Notice that the project value has been updated into the Project field and the PC Bus Unit

field has updated with the value UCF01.
22. Next enter the correct expense account value in the Account field and tab out.
23. Scroll to the right to view the Activity, Fund, and Program fields.
24. Notice that Fund, Program, and Activity fields update to display the values that are

associated with the expense account number you entered.

When you tie a PCard purchase to a project value, the system requires a correct value in
the Activity field, and this value auto-populates in this field when you enter the expense
account code that is tied to that activity.
25. When you have completed your selections on the Account Distribution page, click OK.
26. Notice on the Procurement Card Transactions page that displays, that the Budget
Status for the line now displays Not Chk’d.

Later in this Addy Note, you will learn how to validate the budget, so this field displays a
Valid status.
27. In the second main step of the approval process, you will add descriptive information that
will assist with reconciling the transaction later. This information will populate in the
DataMart Description field as well as to Budget Position reports.

Begin this step by clicking the Expand Columns icon.

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Step Action
28. The Procurement Card Transactions page redisplays to show both the transaction and

billing information.
29. Delete the Description for the line you wish to edit.
30. Enter a short description about what the purchase represents.
31. Click Save.
32. In the third main step of the approval process, you will change the status to approved and

save the transaction.

Click the drop-down arrow in the Status field for the line.
33. Select Approved from the drop-down menu.

Do not use the Approve button to make this selection.
34. Scroll down to the Save button.
35. Click Save.
36. In the fourth and final step of the approval process, you will validate the budget.

Click the Select All link.
37. Notice all the lines display as selected.
38. Click the Validate Budget button.

This process verifies a budget exists for the ChartField string. However, it does not check
for sufficient funds like the budget checking process does for requisitions and purchase
orders.

Be sure to run this step only one time after you finish approving the charges. Validating
the budget after approving each individual charge can lead to errors that will cause you to
lose any unsaved information.
39. After the budget validation process completes, all the approved transactions will display a
valid budget status.

Notice that the Budget Status for line 3 now displays Valid.
40. To return to the Reconcile Statement Search page, click the Search link.
41. Click Home to return to the UCF Financials home page.

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